Optimize the Management of your Atlassian License Pool with RPA

Our teams collaborate, with their extensive experience and expertise, to meet the needs of our customers. In particular, they made use of our hyperautomation knowledge to develop RPA (Robotic Process Automation) technology to address the issues encountered by our customers who use Atlassian.

Companies of all sizes use the Atlassian Suite on a daily basis. As a Gold Atlassian Partner, we help these companies manage their license pool and develop their strategy, configuration, and technological expertise. Our customers have license pools used by anywhere from 50 to 10,000 users. One of the major challenges faced by CIOs is therefore to manage the access to their Atlassian platform to guarantee that:

• only the people who need to use the tools have permission to do so;
• the company does not spend unnecessary money on additional licenses.

The analysis and monitoring of the license pool must be done manually. And tedious corrective actions must be performed to modify permissions. For companies, it can be quite difficult to set up an access management process for their Atlassian platform and regularly monitor their users. Our teams therefore decided to develop an RPA bot.

A Bot to Manage your Atlassian License Pool

This bot makes it possible to carry out the analyses and corrective actions that are required to manage and optimize an Atlassian license pool. Among other things, it can:

1. Export all active users
2. Determine the date of the last connection of users
3. Create an Excel report to better manage and monitor licenses
4. Send a warning email to users who may be deactivated in the near future
5. Deactivate all users who meet the criteria defined during the launch of the bot

For each launch, the bot can be configured in accordance with the desired analyses:

• definition of the warning time criteria
• definition of the user deactivation criteria
• “Analysis” mode: generates a usage report only. In particular, this mode lets you improve and simplify your company’s license usage forecasts
• “Run” mode: runs the analysis, sends deactivation warning emails to users, and deactivates users.

A Real Efficiency Asset

We were so thrilled with this bot that we decided to use it internally and continue its development. The bot has become a real operational asset for our teams, namely by:

• Saving us up to half a day per month on analyses and updates
• Reducing and delaying future updates of our Atlassian licenses
• Putting us in touch with the reality of our operations

Our teams continually develop new bots to help our customers save time and gain in efficiency. We’re always open to suggestions on ways to develop new and innovative solutions or improve existing tools. We look forward to meeting with you to discuss your own individual needs.

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Samuel H.